RUBA Community Status Report

Community Name: Noatak


Community:

 Noatak

RUBA:

 Yes

Staff:

 Georgianna Phillips

Agreement:

 No

DCA Region:

 Kotzebue

Agreement Date:

Region:

 Northwest Arctic

Exp Date:

Govt Type(s):

 IRA Council

Borough:

 Northwest Arctic Borough

Assessment Date:

 5/26/2011

Population:

 514

Active Community:

 Yes

Date Updated:

 4/1/2013


Community Sanitation Overview:

Water is derieved from the Noatak River and is treated. The primary well occasionally runs dry, groundwater wells have been unsuccesful in the area. A piped, recirculating water and wastewater distribution systems services 100 homes, the school and businesses in Noatak. However, over half of the homes cannot use the service due to lack of plumbing. These residents haul water and honeybuckets; there is no washeteria. The village has requested funding for water treatment plant upgrades, this has been designed, permitted for construction and partially funded, however additional funding is needed. The project has missed the funding two years in a row and was able to score very high for the FY12 cycle. In addition a project to complete upgrades to the existing waste heat recovery system has been funded. Work was to commence late 2011 but to date to construction has not begun.

RUBA Status
and Activities
this Quarter:

Noatak is scheduled to be awarded SBS funds for upgrades to the Water Treatment Plant. The design permits have been reviewed and appear to be in place for construction efforts to move forward. The project will improve the plant process by incorporating coagulant and chlorine injection, pressure sand filtration, upgrading backwash gravity wastewater piping and installation of turbidimter and chemical injection controller instrumentation. This project will also complete repairs and upgrades to the water treatment plant foundation, and may include the installation of new thermosyphons; rainwater diversion measures, and additional insulation to the foundation and waste heat piping. ANTHC has connected 3 of 4 homes to the system, plus a borough duplex and completed the inspection with a punch list provided to plant personnel. The house which was not connected has been determined would need to have the city services extended in order to provide service. Currently there is not enough funding for this project. Additional funding will need to be sought and obtained.

 

Capacity Indicator: Finances

Essential Indicators:

Yes

All revenues and expenses for the utility are listed in the utility budget.
Yes

The utility has adopted a balanced realistic budget.
Yes

Monthly financial reports are prepared and submitted to the policy making board.
Yes

The utility is current in paying all water/wastewater electric bills.
Yes

The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.
Yes

The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.

Sustainable Indicators:

No

The utility is receiving revenues (user fees or other sources sufficient to cover operating expenses and Repair & Replacement (R) costs.
Yes

YTD revenues are at a level equal to or above those budgeted.
Yes

YTD expenditures are at a level equal to or below those budgeted.
Yes

A monthly manager's report is prepared.
N/A

Budget amendments are completed and adopted as necessary.

Comment:

The utility is supplemented by the local governing body; the Native Village of Noatak whenever additional funds are needed for the utility.
 

Capacity Indicator: Accounting Systems

Essential Indicators:

Yes

The utility has adopted a collection policy and actively follows it.
Yes

The utility bills customers on a regular basis.
Yes

An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.
Yes

An accounts payable system is in place.
Yes

The payroll system correctly calculates payroll and keeps records.
Yes

A cash receipt system is in place that records incoming money and how it was spent.
Yes

The utility has a cash disbursement system that records how money was spent.

Sustainable Indicators:

Yes

A chart of accounts is used that identifies categories in a reasonable, usable manner.
Yes

Monthly bank reconciliations have been completed for all utility accounts.
Yes

The utility has a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts.

Comment:

The utility uses QuickBooks. They are compliant and current with payroll taxes and are not on the current Lien Watch, February 2013.
 

Capacity Indicator: Tax Problems

Essential Indicators:

Yes

The utility has a system to accurately calculate, track, and report payroll tax liabilities.
Yes

The utility is current on filing tax reports.
Yes

The utility is current on making tax deposits.
Yes

If there are any past due tax liabilities or recorded tax liens, a lien release has been issued or a repayment agreement has been signed and repayments are current.

Comment:

The utility uses QuickBooks to accurately calculate, track and report tax liabilities. They are compliant and current with payroll taxes and are not on the current Lien Watch, February 2013.
 

Capacity Indicator: Personnel System

Essential Indicators:

Yes

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators:

Yes

The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.
Yes

The utility has adequate written job descriptions for all positions.
Yes

The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.
Yes

The utility has an adequate written hiring process.
Yes

The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.
Yes

The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.
Yes

The utility provides training opportunities to staff as needed and available.

Comment:

Personnel system has been updated and completed. Both Operators are current with their certification.
 

Capacity Indicator: Organizational Management

Essential Indicators:

Yes

The entity that owns the utility is known; the entity that will operate the utility is set.
Yes

The policy making body is active in policy making of the utility.
Yes

The policy making body enforces utility policy.
Yes

The utility has an adequately trained manager.
Yes

The utility has an adequately trained bookkeeper.
Yes

The utility has an adequately trained operator or operators.
Yes

The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.

Sustainable Indicators:

Yes

The utility has adopted an organizational chart that reflects the current structure.
Yes

The policy making body meets as required.
Yes

The utility complies with the open meeting act for all meetings.

Comment:

The utilities are regulated by the Native Village of Noatak Council who serve as the utility board. There is a set policy in which delinquent accounts are to be processed. The personnel policy adopted by the council provides for the administrator as the supervisor of the utility manager.

 

Capacity Indicator: Operation of Utility

Essential Indicators:

Yes

The utility operator(s) are actively working towards necessary certification.
Yes

The utility has a preventative maintenance plan developed for the existing sanitation facilities.

Sustainable Indicators:

Yes

The manager receives a monthly O&M report from the utility operator and routinely "spot checks" the facilities to see that the maintenance items are being completed.
Yes

The utility has a safety manual and holds safety meetings.
Yes

Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
Yes

The utility is operating at the level of service that was proposed.
Yes

The operator provides status reports to the manager on a routine basis.
Yes

The utility has completed and distributed its "Consumer Confidence Report".
Yes

The utility is not on the "Significant Non-Complier" (SNC) list.
No

The utility maintains an inventory control list.
No

The utility maintains a critical spare parts list.

Comment:

Both operators have met their CEU's and are long-term employees. The Utility is current on their CCR registration. The operators report the Pump house daily status. No written inventory nor critical spare parts lists have been provided. The operators along with the RMW are working on the inventory for the system.

RUBA Activities for the Coming Quarter:

RUBA staff will travel this next quarter to work with the utility manager and to train the clerk on writing minutes.